Job Title: Intake & Referrals Coordinator
Reports To: Assistant Executive Director for Programming
FLSA Status: Full-Time/Part-Time (as applicable)
Work Location: Newport News, Virginia (23601)
Position Summary
The Intake & Referrals Coordinator coordinates and manages the referral and intake process for individuals entering Serenity C&C, Inc. Sponsored Residential Services. This role assists with administrative tasks, communication, documentation, and coordination to ensure a timely, organized, and compliant intake process in accordance with DBHDS, DMAS, and HCBS guidelines.
Duties and Responsibilities
Referral Support
- Receive and log initial referrals.
- Maintain and update the referral tracking system.
- Support timely communication with referral sources.
- Collect and organize required referral documentation.
- Perform Admission screening and gather referral documents
- Scan all referrals into the scanner when an individual is admitted or not admitted, noting reason for non-admission.
- Maintain accurate records of referrals and placements.
Intake Support
- Manage all intake email accounts and communications.
- Coordinate and schedule in-person home tours and meetings.
- Support verification of funding sources (Medicaid Waiver or Private Pay).
- Maintain and update intake tracking lists for staff and management.
- Prepare intake packets and required documentation.
- Ensure all intake documentation is complete prior to admission.
- Attend FAPT meetings, all team meetings, and any other meetings requested.
Administrative & Coordination Support
- Enter new admissions into Therap or other Electronic Medical Record systems.
- Communicate with Support Coordinators, CSBs, and other stakeholders.
- Prepare charts, binders, and documentation for audits and licensing reviews.
- Assist with incident report tracking and documentation as needed.
- Attend intake meetings and take notes when requested.
- Support coordination of ISP meetings during the intake process.
- Write Part V
- Enter into WAMS for CL, monitor for approval
- Upload all admission documentation received into Therap so PC can start their process.
- Create all admission/annual documentation for signature.
- The Intake & Referrals Coordinator is responsible for a caseload of 5 Sponsored Residential Program Individuals.
- Person-Centered Planning & ISP Development: Lead the creation and ongoing implementation of ISPs and behavioral support plans, ensuring they are tailored to each individual's needs and preferences.
- Regulatory Compliance: Ensure all services adhere to DBHDS, DMAS, and HCBS regulations, maintaining up-to-date knowledge of relevant policies and procedures.
- Quality Assurance: Conduct regular reviews of service delivery, documentation, and outcomes to ensure high-quality care and continuous improvement.
- Staff Supervision & Training: Provide guidance and support to Sponsored Residential Providers, ensuring they receive necessary training and maintain certifications in CPR/First Aid, Medication Administration, and other required areas.
- Community Integration: Facilitate opportunities for individuals to engage in community activities, promoting normalization and inclusion.
- Documentation & Reporting: Maintain accurate records of services provided, incidents, and progress notes, ensuring compliance with all documentation standards.
- Collaboration: Work closely with families, guardians, Community Services Boards (CSBs), and other stakeholders to coordinate services and support individuals in achieving their goals.
Compliance & Quality Assurance
- Follow company SOPs for Referral, Intake, Admission, Transfer, and Discharge processes.
- Ensure documentation meets regulatory requirements (DBHDS, DMAS, HCBS, Human Rights, etc.).
- Maintain confidentiality in accordance with HIPAA guidelines.
- Support audit readiness and documentation accuracy.
Qualifications & Requirements
Education & Experience
- Bachelor's degree in human services or related fields (psychology, sociology, health sciences, etc.) required.
- At least 1 year of human services experience preferred.
- Experience working with individuals with ID/DD or HCBS services preferred.
Skills & Abilities
- Strong organizational and time management skills.
- Effective written and verbal communication.
- Proficiency in Microsoft Office (Word, Excel) and data entry systems.
- Ability to manage multiple tasks and meet deadlines.
- Strong attention to detail and documentation accuracy.
- Ability to maintain professional relationships with staff, families, and external partners.
Pay: $18.00 per hour
Benefits:
- Health insurance
- Paid time off
- Retirement plan
Work Location: In person
